Executive Associate

Job Posting Organization:
UN Women was established in July 2010 by the United Nations General Assembly as the United Nations Entity for Gender Equality and the Empowerment of Women. The organization was created as part of the UN reform agenda, merging resources and mandates from four previously distinct parts of the UN system that focused on gender equality and women's empowerment. UN Women operates with a mission to eliminate discrimination against women and girls, empower women, and achieve equality between women and men as partners and beneficiaries of development, human rights, humanitarian action, and peace and security" style="border-bottom: 1px dotted #007bff !important;">security. In the Americas and Caribbean Region, UN Women has a Regional Office based in Panama City, 10 Country Offices, and one Multi-Country Office covering 22 islands and territories in the Caribbean based in Barbados. The organization also has a programmatic presence in 9 countries throughout the region and provides support to governments, civil society, and the UN system as a nonresident agency in countries without a UN Women presence.

Job Overview:
The Executive Associate will report directly to the UN Women Regional Director and Deputy Regional Director for the Americas and the Caribbean. This role involves providing a variety of executive administrative support while maintaining confidentiality in all aspects of the assignment. The Executive Associate will work closely with the Special Assistant and will be responsible for managing the efficient flow of information and communications to ensure timely action and compliance with established deadlines. The position requires a proactive approach to administration, ensuring that the Regional Director and Deputy Regional Director are well-supported in their functions and responsibilities. The Executive Associate will also play a key role in facilitating communication between the Regional Office and other units within or outside of UN Women, ensuring that correspondence is prioritized and routed appropriately, and that all necessary follow-up actions are taken.

Duties and Responsibilities:

• Provide general administration and operations support to the UN Women Regional Director and Deputy Regional Director, ensuring compliance with UN Women rules, regulations, policies, and procedures. This includes organizing and maintaining their agendas, arranging travel and hotel reservations, preparing travel authorizations, processing requests for visas and Daily Subsistence Allowance (DSA), and managing logistical arrangements for meetings and events.
• Facilitate effective communication and information management support, ensuring the smooth flow of information between the Regional Director and Deputy Regional Director’s Office and other units. This involves reviewing and prioritizing correspondence, answering and screening calls, and maintaining organized files for easy access.
• Support the Regional Office’s external relations activities by facilitating interactions with external partners, ensuring protocol matters are observed, and coordinating logistical arrangements for visits from high-ranking officials.
• Perform other duties as necessary for the efficient functioning of the Office and the Organization, demonstrating flexibility and adaptability in a dynamic work environment.

Required Qualifications:
Candidates must possess a strong understanding of administrative processes and be able to manage data, documents, correspondence, and reports effectively. They should have the ability to perform work of a confidential nature and handle a large volume of work. A strong knowledge of administrative rules and regulations is essential, along with the ability to create, edit, and present information clearly using appropriate IT functionality. Candidates should also have strong IT and web-based management systems skills and the ability to extract and interpret data as needed.

Educational Background:
Completion of secondary education is required for this position. A Bachelor’s degree in business administration or related fields is desirable, as it would provide a solid foundation for the administrative and operational support required in this role.

Experience:
Candidates should have at least 6 years of progressively responsible experience in administrative, secretarial, or program roles. Those with a first-level university degree and three years of relevant experience may also be considered. Proficiency in the use of computers and office software packages, such as MS Word and Excel, is required. Experience with modern web-based ERP systems, preferably Oracle Cloud, is desirable, as is experience working in the region.

Languages:
Fluency in both English and Spanish is required for this position, as effective communication in these languages is essential for the role. Knowledge of French or Portuguese is considered desirable and may enhance the candidate's ability to engage with a broader range of stakeholders.

Additional Notes:
The position is open to Panamanian citizens or foreigners with permanent legal residence or a valid work permit to remain and work in Panama for the duration of the contract. The application process requires that all sections of the application form, including education and employment history, are completed to avoid disqualification. UN Women is committed to diversity and inclusion, ensuring that all employment decisions are based on qualifications, competence, integrity, and organizational need. Selected candidates will undergo rigorous reference and background checks, including verification of academic credentials and employment history.